Administrative Secretary – Trottier Space Institute

About the role

The Trottier Space Institute is seeking an Administrative Secretary to support the Director and institute members. This full‑time, one‑year fixed‑term position involves managing office operations, coordinating meetings and events, and serving as the primary contact for faculty, students and external partners.

Key responsibilities

• Act as first point of contact for visitors, maintain the institute directory and website, and manage office keys.
• Schedule faculty meetings, take and distribute minutes, and coordinate seminars, workshops and board meetings, including catering and travel arrangements.
• Support the Fellowship committee by handling applications, communications, and offer letters.
• Assist with travel expense reports, invoices, and general administrative tasks for faculty.
• Maintain records, update website content, and ensure the building’s facilities are reported and followed up.

Required profile

• Bilingual in English and French with excellent written and verbal communication.
• Strong organizational skills, attention to detail and ability to prioritize multiple tasks under tight deadlines.
• Experience in records management, meeting coordination and processing financial transactions.
• Ability to work independently and as part of a team in a fast‑paced research environment.

Required skills

• Microsoft 365 applications: Word, Excel, Outlook, Teams, SharePoint.
• Website content updating.
• Familiarity with Workday, Banner, Minerva or MMP systems (asset).

What we offer

• Competitive benefits package including health, dental and life insurance.
• Defined contribution pension plan with up to 10% employer contribution.
• Group RRSP and TFSA, generous vacation policy and personal days.
• Two days of remote work per week where permitted.
• Tuition waiver for employees and dependents.